Hiring Postgraduates, Postdocs, and Visiting Fellows

The following is a detailed overview of the hiring process for Postgraduates, Postdocs, and Visiting Fellows.
 

What They Are

• Postgraduate Associates/Fellows*: Someone coming to Yale for training who has recently completed their bachelor's or master’s degree. This training lasts for one year with the possibility of an extension up to two years maximum. 
• Postdoc Associates/Fellows*: Someone coming to Yale for training who has completed their doctoral degree. This training lasts for a minimum of one year up to a maximum of five years.
• Visiting Fellows: Someone who is an established scholar or distinguished individual coming to Yale for a limited duration. These appointments are not generally renewed. These individuals are employed outside of Yale and are paid by that employer while here at Yale.

*An Associate is paid by Yale funds, a Fellow is paid by external funding.

Timeline for Hiring

Regardless of rank, we request a minimum of 2.5 months of processing time for new appointments (3.5 months of those requiring visa sponsorship – Please note some countries require additional processing time). This will allow us to coordinate with the Office of Postdoctoral Affairs to process the appointment without a delay in start date.
 

Out of State Hiring

An additional two to four weeks of review time is required for those requesting a scholar work outside the State of Connecticut. Also, approval for Postgraduates and Postdocs to work out of state must be for extenuating circumstances only. These training positions should take place on campus in New Haven.
 

Background Checks

Background Checks are required for all postgraduate and postdoc scholars who have a Social Security Number. This a two-week process (conducted by a Non-Yale Vendor) that is incorporated into the processing time mentioned above.
 

What is required

• CV/Resume 
• Proof of Degree or Official Transcript
• Proof of Funding:
  For Postgraduates: $43,920/year
  For Postdoctorates: $68,000/year
  For Visiting Fellows: $38,400/year
• Proof of Health Insurance(if non-Yale Health Coverage) (Please note, Health Insurance Coverage through Yale begins on the first of each month. If the Scholars starts on any other day, their coverage will not begin until the first day of the next month).
   

If the Scholar needs Visa Sponsorship* 

• Passport
• Proof of Funding
• Proof of Health Insurance (meeting these guidelines)
• English Language Proficiency Form

*The above is for J-1 Visa sponsorship. If an H-1B Visa is required, additional information and assistance will be provided. 
 

When to Send an Offer Letter 

Offer letters should only be sent after an application has been approved (in the case of Postgraduate or Visiting Fellow) and funding has been confirmed (for Yale paid positions). Please, do not send an offer letter to candidate without consulting with the HR office first to ensure we set the right timeline for the candidate given their rank, circumstances, and any specific needs. 
 

For Postdoc Candidates WITHOUT Degree Conferral 

If a candidate for a Postdoc position has not yet received their degree, please contact HR as soon as possible to discuss the approach for hiring this individual. The Office of Postdoctoral Affairs requires proof of degree upon application. If the candidate does not have their degree at the time of application, their start date may be delayed.
 

Behind the Scenes 

For transparency, below are the steps taken by the HR Office when hiring your new Postgrad/Postdoc/Visiting Fellow.

1. Receive Email from Faculty/PI with Scholar Name & CV/Resume and Application (for Postgrads/Visiting Fellows)
2. Confirm Start Date & Rank
3. Confirm Funding (both Internal & External)
4. Confirm Health Insurance Coverage
5. Submit Applications for Review to the Office of Postdoctoral Affairs and Follow-Up as Needed
6. Create OISS Records (For International Scholars) & Collect Applicable Materials
7. Enter Requisition into Workday for Postgrads/Postdocs or Hire into Workday for Visiting Fellows
8. Enter Scholar Information into Veoci Onboarding System
9. Send Formal Stars Application Link (to Postgrads/Postdocs)
10. Await Background Check Results as needed
11. Confirm Details in Workday Post-Hire (Work Location, etc.)
12. Send New Scholar their Welcome Packet & Schedule Orientation Meeting
     

Questions

Please direct any and all questions to hr.yse@yale.edu.